Legal PA Private Client - Page Personnel Finance : Job Details

Our client is looking for a Legal PA

Client Details

A leader in their field

Description

• Diary management - makes and amends appointments, arranges meeting rooms, tracks responses and organises refreshments if required.
• Responsible for taking new client queries (including relevant details of the background to the query).
• Anticipate requirements for meetings i.e. organise papers, produce itinerary, directions, backgrounds/profile information.
• Proactive e-mail management - ensures documentation copied to client folder (as required), flags important emails and ensure dealt with, checking lawyer inbox when out of office/in meetings and actions important/urgent emails where appropriate
• Scan mail save to the document management system ('DMS') in the relevant folder, organise and prepare necessary responses for lawyers and paralegals.
• Prioritise and manage multiple projects and follow through on issues in a timely manner.
• Responsible for maintaining practice area organisation during times of holidays/absences for lawyers and paralegals- checking for important mail/voicemail/emails and responding if necessary or passing to another lawyer or paralegal.
• Responsible for ensuring all BigHand and non-BigHand work is complete within required timescales for lawyers and paralegals
• Responsible for inputting data into case management system.
• Maintain intimate knowledge of current affairs in office and able to deal with clients and third parties on a day-to-day basis via e-mail, phone or in person, ensuring that accurate messages are communicated and dealt with professionally and proactively.
• Update contacts and distribution lists in Outlook.
• Proficient in the preparation of Excel spreadsheets.
• Responsible for drafting letters of engagement.
• Organises expense claim forms and collate necessary receipts.
• Pay invoices in compliance with office internal procedures. Follow up process with relevant practice area through to completion ensuring completing appropriate cash form as required.
• Assist with billing, attend team/billing meetings, prepare bill and narratives for lawyers to sign off on and send to appropriate biller for finalising.
• Organise transfer of time from lawyer's suspense account to relevant matter number.
• Assist with case management.
• Assist in collating trust bibles.
• Assist in populating and updating internal systems and databases to enable information to be pulled from these databases when necessary.
• Responsible for sharing appropriate documents within the team - ensuring that all presentations are listed on a central database and all templates are available to all members of /practice area
• Undertaking some specialist duties e.g., finance, marketing/business development.
• Complete mail merges when required.
• Implementing standardised system in respect of saving documents saved to DMS.
• File documents in appropriate location both electronically and in hard copy, and organises opening and closing of files and papers when necessary.
• Sourcing travel and accommodation, organising all aspects of travel and anticipating important information and documents that fee earners may need whilst travelling, i.e., timetables, distances, etc.

Profile

• Excellent organisational skills
• Ability to multi task and prioritise
• Proficient in the use of Microsoft applications:
• Word - track changes/mail merge
• Outlook - diary management, contacts, tasks
• Excel
• PowerPoint

Job Offer

A competitive salary and excellent benefits